Under Organization - Users in the administration tool, all users in the system are administered regarding
- Add new users
- Edit user information
- Delete users
Users and Companies
Users are managed per installation (Customer) and are not based on legal entity (company), ie. all users within a corporate group are managed in this window - regardless of which company within the group they belong to. As an administrator, you do not need to select a company to administer users. However, all users should be connected to the companies to which they belong.
Directly in the Users menu, all users are listed in the installation. To show users, you must first choose which category of users to view. This is partly based on company:
- Users for all companies, shows users in all companies in the installation.
- Users for the selected company, only shows users for the selected company
And partly based on users:
- All users, shows both active and inactive users
- Active users, shows only active users
- Inactive users, shows only inactive users
Select which category to list via the radio button options and press View to list all users within the selected category.
The users shown in the list can be sorted in ascending and descending order by column by clicking on the respective heading.
Active / Inactive users
A user can be given the status active or inactive, an active user can use his account to log in to the system, and an inactive user is registered in the system but cannot log in. For example, the purpose of inactive users can be that a user is set up well in advance of the employment, however, the account is inactive to prevent logging in before eg. training is completed.
Searching for users
For large numbers of users, it may be advisable to do a user search instead of listing all within the selected category.
User search can be done via
- First name
- Last name
- Supervisor, is used to search all users associated with a specified manager.
When searching, so-called wildcards are used, for example, to search for all users whose first names start with one or more letters. * or % can be entered as wildcard characters.
In order to be able to switch supervisors on multiple users at once, there is the Change supervisor button. Click on it and the following form will appear:
Choose the supervisor you want to replace and the person who will replace him/her. Click on Save and all users who have Anders Karlsson as supervisor in the example above will get Jonas Johansson instead. To change the manager of individual users, the user form must be opened and the change made there according to the article Adding a new user.
Edit an existing user
Open the form to edit an existing user by clicking on the user in the list in the user administration main window. The same form is displayed as for new users, but with all the information for the current user completed.
Add or change desired information to the user or one of the user's companies and save the data with the Save button.
Note! If you use the mail address for login and you change that, you have to wait for 10 minutes before you can log in with the new address.
For a description of the different fields, see the article Add new user.
Users' passwords can be changed either directly in the list or on the user form. Read more about it in the article Change password.
Delete an existing user
To remove a user, open the user from the user list, then click the Delete button. Confirm that the user should be deleted with OK. The user is then removed from the system and all the companies that exist on the user.
In order for a user to be deleted, the personal queue must be empty and no references or flow templates can be linked to the user. There can't be any active invoices in the flow that the user has reviewed/attested, these must first be final posted before the user can be deleted.